Automated exit surveys from AllVoices allows you to automatically send an exit survey to an employee’s work and/or personal email upon termination via your HRIS integration.
Necessary Requirements to Implement This Feature:
- Must have an HTTPS or SFTP integration
- Must have termination date available in their HRIS system
- Must have termination type available in their HRIS (voluntary vs involuntary)
- Must be able to enter termination date in HRIS system before the employee is terminated
- If logic requires post-termination sends: must include personal email, must include inactive employees in the HRIS file up to 7 days past their termination
SFTP / HTTPS File Configuration:
- Ensure your configuration has been set up in accordance with the Exit Survey -Additional SFTP/HTTPS File Set Up Instructions
Survey logic
- Voluntary Logic:
- Sends X days before their termination date or anytime after X days once the termination date becomes available up to 7 days post-termination
- Confirm the value for X with your CS representative based on your business process
- Sends X days before their termination date or anytime after X days once the termination date becomes available up to 7 days post-termination
- Involuntary Logic:
- Sends 3 days after their termination date or anytime after X days post-termination once their termination date becomes available up to 7 days post-termination
- Involuntary termination must be configured to trigger ≳3 days after the termination date
- Sends 3 days after their termination date or anytime after X days post-termination once their termination date becomes available up to 7 days post-termination
Send time / Time Zone:
- By default time zone is set to Pacific Standard time
- Survey will send at 10am PST; back-up job will send at 11:00 am PST
- Backup job ensures survey will send in the event there is a job failure
- Confirm with your CS representative if you would like a different time zone / send time configured
- Backup job ensures survey will send in the event there is a job failure
Personal and Work Email
- Survey will send to both personal and work email if available
- If the survey is completed via one email it will become inactive on the other email
- If you do not have personal email available for employees there is the option to just use work email, however note the automatic trigger logic will need to be configured to send before termination as the work email is typically deactivated once an employee is terminated.
Required Questions:
- *Full Name is a required question in order to view and filter on an individual’s unique responses
- Note: If you would like additional information displayed with individual responses (for ex: department, location or email) you will need to add those questions to the exit survey
Attribution:
- Survey will be attributed to the employee’s work and personal email, if it is completed via either email the survey link will no longer be accessible from the other email
- Once completed the survey will show as complete in the “Survey History’
Reminder logic:
- The survey will send according to the trigger logic once a termination date becomes available
- The survey is due 7 days after the survey invite is sent
- If the survey is not completed, a reminder will be sent 3 days before the survey is due
- Confirm with your CS representative if you would like a different due date and reminder date than default configuration
Expiry date:
- Survey link will expire 30 days after the survey is sent
Exit Survey Email:
- Survey Email
- Subject Line: Please share your thoughts on working at {Company Name}
- Reminder Email
- Subject Line: Reminder - Please share your thoughts on working at {Company Name}
- Email Design:
- Subject Line: Reminder - Please share your thoughts on working at {Company Name}
Survey History:
- You can view automated sends by clicking on the ‘Survey History’
- The ‘Survey History’ tab shows the following survey details:
- Standard time zone
- Automation and Reminder logic settings
- Employee details including;
- Employee’s name
- Employee’s work email
- Employees personal email (if available)
- Employee’s termination date
- Employee’s termination type (according to sample file)
- Survey Invitation date (the first day the survey was sent)
- Survey Reminder date (the day the reminder will be sent if survey is not completed by this date)
- Survey Status: Incomplete vs Completed
- Note: This survey history tab is only available on Exit Surveys (it is not available on other pulse surveys you create in the platform as those are not automated or attributed)
Manual Sends:
- If for any reason the employee does not receive the initial survey or reminder, you can manually send the survey to the employee by copying the link and sharing it directly.
- Note: Manual sends are not attributed to a user’s email and are not captured in the Survey History, but responses will be viewable in the survey responses and data export.
Add Collaborators
- Any admin in the system with the role = Owner will have default access to edit the Exit Surveys and view responses
- If you would like an admin that is not an Owner to be able to edit and view responses you can add them as a Collaborator
View Responses
- To view responses, click on ‘View Responses’ and this will take you to the charts view.
Download data:
- Click Download Data to download responses in CSV format
Editing Survey:
- Only Owners or survey collaborators can edit the survey
- To edit the survey click “Edit Survey”
- Deleting Questions
- You can delete a question by clicking the three dots next to the question, selecting Delete, and then pressing ‘SAVE’ at the top of the survey
- Note: Survey does not save automatically when changes are made
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- Deleting a question will remove the question immediately from any active surveys and new surveys that are sent out going forward. Previously recorded responses for that question will be retained in charts and data export.
- Deleting Options
- You can delete options or add new options to dropdown questions as needed
- For example: you can add or remove a department
- Deleted answer options will retain in previously collected responses
- Note: Ensure you press SAVE when adding or deleting options as survey does not save automatically when changes are made
- For example: you can add or remove a department
- You can delete options or add new options to dropdown questions as needed
- Updating live surveys:
- Any edits to the survey will update immediately upon pressing “SAVE” for all survey links that are currently incomplete and all invites sent moving forward
IMPORTANT: As mentioned previously, when editing the survey, do not remove the Full Name question. This is required in order to view and filter results by individual.
FAQ:
Why do I need to include inactive employees up to 7 days past their termination date in the SFTP file?
This ensures that employees still receive the automated survey if their termination date is entered post termination.
Why do I need to include a personal email in the SFTP file?
This is to ensure that terminations still receive the automated survey if triggered post termination once their work email has been deactivated.
What if the termination date is not available in the SFTP file on the day according to the trigger logic?
The survey will trigger on the day according to the survey logic. If the termination date is not available on that day it will trigger on the subsequent day once it becomes available.
If the file sync fails, will the automated exit survey still be sent?
Yes, if there was a termination date synced for that employee previously and the day is within range of the automated trigger logic the survey will still send. Reminders will be sent regardless of file sync based on the send date of the initial survey. That said, issues with file sync should be resolved promptly as new exit surveys will not be sent if terminations are not syncing.
What happens if a termination date or termination type changes after the exit survey has been triggered?
No new survey will trigger. The employee will still receive the reminder for the initial survey.
What happens if I delete and re-add the same dropdown option?
Option answers will be retained in the export and charts.
What happens if I change the wording of an existing question?
The header will change in the chart and export for all questions going forward and all previously received responses.
What happens if I delete a dropdown answer option?
The answer option will no longer show in the survey however any previously recorded responses with that option will be retained in the export and charts.
What if I delete a question and re-add the exact same question?
This will generate a totally new question duplicating the previous question in the export and charts.